Other Staff User Manual

Other Staff User Manual > Notifications ->Instant Notification
Instant Notification
Menu path : Notifications -> Instant Notification

  • Instant Notifications are the messages which will be delivered to parents on a given delivery date. Delivery date can be either today or any future date.
  • Institute can send Holiday Declaration, Homework, any appreciation, Disciplinary Action, Emergency messages or any other messages as instant messages from this screen on a given delivery date.
  • Institutes must create email/SMS message template in Institute/Notification Template screen for the corresponding instant messages to be sent. Template is required before creating the Instant notification here


How to Create Instant Notification?-General Details Image
Instant Notification-General details

Screen Fields Overview

Field Name Field Type Mandatory Data Nature Remarks
Notification ID Text Yes Alpha numeric character By default, the system will provide an auto-generated Notification ID that can be used. If institute wants to assign their own Notification ID, System defaulted ID can be replaced with own Notification ID
Assignee group Text Yes Alpha numeric Character Assign the group for a Notifications. Notifications will be sent to parents of the students grouped under this group
Template ID Text Yes Alpha numeric character select the Template ID Available in the list , Template is the message format based on which Notification Message will be written to parent by the system
Template Description Text Yes Alpha numeric character Select the Template Description available on the list. If you click the Template ID. it automatically provides the Template Description
Delivery Date Date Picker Yes Date The messages which will be delivered to parents on a given delivery date

Q: How to Create the Instant Notification?

Instant Notification can be Created by following the below steps:
  • Choose Menu (Notifications -> Instant Notification) from Menu tree.
  • Click “Create” in the menu in step 1.
  • Fill in the necessary fields. (refer to the screen fields overview table above)
  • Click “Next” at the bottom of the screen to move on to the next steps.
  • In order to add Target Students/Class for Assignee group
  • Once reach the last step, you may enter remarks about the Creation. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full record view. If the maker of the record wants to convey some message to the checker or they want to keep some notes, they can type it here. The Checker can see the same before authorization under the audit tab in the screens.
  • Click “Save” in the last step.

Tips:

  • Admin, Teacher, and Other Staff can create the Instant Notification.
  • In order to send email notification, Email notification template should be chosen.
  • In order to send SMS notification, SMS notification template should be chosen


Q: How to View the Instant Notification?

Instant Notification can be Viewed by following the below steps:
  • Choose Menu (Notifications -> Instant Notification) from Menu tree
  • Click “View” in the step1.
  • You will see the filter screen now, where in you can see below search filters which can be used to list out the records
    • Creation Date
    • Delivery Date
    • Assignee Group
    • Auth Status
    • AuthStatus filter can be used to fetch records which are either Authorized (Verified) or unauthorized (Not Verified) by admin, teacher or other staff
      Please type value for any one of the above filters and then press next
  • You can see all the resulted records which are satisfied by your above chosen search filter.
  • If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed
  • Then System will bring full detailed view of the record; you can see General, Group and audit tabs. You can click the tab to see corresponding details.

Q: How to Modify the Instant Notification?

Instant Notification can be modified by following the below steps:
  • Choose Menu (Notifications -> Instant Notification) from Menu tree.
  • Click “Edit” in the step1.
  • You will see the filter screen now, wherein you can see below search filters which can be used to list out the records.
    • Creation Date
    • Delivery Date
    • Assignee Group
    • Auth Status
    • AuthStatus filter can be used to fetch records which are either Authorized (Verified) or unauthorized (Not Verified) by admin, teacher or other staff
      Please type value for any one of the above filters and then press next
  • You can see all the resulted records that are satisfied by your above-chosen search filter.
  • If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be modified.
  • Then the System will bring the full detailed view of the record; You can see General and audit tabs. You can click the tab to modify corresponding details.
  • You can change the details of the required fields.
  • Click “Next” at the bottom of the screen.
  • Once reach the last step, you may enter remarks about the Modification. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full view of the record. If maker of the record wants to convey some message to checker or they want to keep some notes, they can type it here. Checker can see the same before authorization under the audit tab in the screens.
  • Click “Save”.
Tips:

Admin, Teacher, and Other Staff can Modify the Instant Notification.

Modification scenarios

Modification can be done for the following scenarios:
  • If there is a change in already existing record of Instant Notification .

Q: How to Delete the Instant Notification?

Instant Notification can be Deleted by following the below steps:
  • Choose Menu (Notifications -> Instant Notification) from Menu tree
  • Click “Delete” in the step1.
  • You will see the filter screen now, where in you can see below search filters which can be used to list out the records
    • Creation Date
    • Delivery Date
    • Assignee Group
    • Auth Status
    • AuthStatus filter can be used to fetch records which are either Authorized (Verified) or unauthorized (Not Verified) by admin, teacher or other staff
      Please type value for any one of the above filters and then press next
  • You can see all the resulted records which are satisfied by your above- chosen search filter.
  • If there is only one resulted record for the given filter, the system will automatically take your next step, otherwise click on the record which needs to be deleted.
  • System will bring full detailed view of the record.
  • Click “Delete” in the bottom of the screen.
Tips:

The Person who Creates the Record can only delete that record.

Deletion scenarios

Deletion can be done for the following scenario:
  • Teacher/Other staff mistakenly created the Instant Notification, and it is not yet authorized by admin, teacher or other staff, they can delete the record.
  • Teacher/Other staff mistakenly modify the Instant Notification, and it is not yet authorized by admin, teacher or other staff, they can delete the modification version.

Q: How to Authorize the Instant Notification?

Authorize means that a record created or modified by one staff should be verified by the admin, teacher or other staff.
If one level of authorization steps is not required , you can avoid the same by allowing auto-authorization for Teacher / Other staff users. This can be done from User->Role screen, Please refer user manual of User -> Role screen for more details.
Instant Notification can be authorized by following the below steps.
  • Choose Menu (Notifications -> Instant Notification) from Menu tree
  • Click “Authorize” in step1.
  • The unauthorized Instant Notification records will be displayed
  • If there is only one unauth record, the system will automatically take your next step, otherwise click on the record which needs to be authorized
  • Then system will show you the full details of the record, you can verify the details
  • Click “Next” in the bottom on the screen.
  • Once you reach last step, if you want to enter any remarks about this authorization or rejection, you can enter here. This can be viewed under “Checker Remarks” field of audit tab of the full record view.
  • Click “Auth” or “Reject”.
Tips:

  • Authorize means that a record created or modified by one staff should be verified by the admin, teacher and or staff.
  • If the record is modified by admin, then that record is Auto authorized or Auto Verified. So, there is no need for authorization or verification by another admin.
  • During Authorization, admin can either Authorize or Reject the created or modified records. They can reject the record in the case of an error in modification.


Authorization scenarios

Authorization can be done for the following scenarios:
  • After creation or modification, in order to apply the changes throughout the application, it requires authorization or verification from the admin, teacher or other staff.
  • During verification, Admin can find the human errors.

Case Study